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CREATING CONFLICT MANAGEMENT PLANS LINDA LEE DROZT REGULATORY RESEARCH COORDINATOR, OFFICE OF THE VICE CHANCELLOR FOR RESEARCH MELANIE LOOTS EXECUTIVE ASSOCIATE VICE CHANCELLOR FOR RESEARCH, OFFICE OF THE VICE CHANCELLOR FOR RESEARCH

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Navigate the Peppermint Forest Climb the Gumdrop Mountains Identify the Molasses Swamp CAN CANDYLAND HELP WITH CONFLICT MANAGEMENT?

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OBJECTIVES Understand various roles in conflict management Recognition of situations where a Conflict Management Plan is needed Learn about the components of a Conflict Management Plan Learn about mechanisms that can be used to manage apparent conflicts of interest and included in the Conflict Management Plan

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WHERE WE ARE IN THE LIFECYCLE Disclosure processes may identify Conflicts of Interest at any point in the LIFECYCLE Ideally, conflicts are identified prior to Proposal Submission through RNUA or agency-specific disclosure processes Conflicts must be managed prior to Award Acceptance

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VARIOUS ROLES IN CONFLICT MANAGEMENT Everyone – Be familiar with the Policy Faculty and Staff – annual disclosure of outside activities, other required disclosures, update when new interests or activities arise Unit Executive Officer – review and approve disclosures of outside activities, approve plans for conflict management, ongoing oversight Departmental business and HR staff – support the UEO review process and development of Conflict Management Plans Dean – second level of review and approval for disclosures, Conflict Management Plan Director of Graduate Studies – oversee issues with student involvement Pre-Award Grants and Contracts – ensure disclosure and COI management is in place prior to award

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DEFINITION OF CONFLICT OF INTEREST A conflict of interest exists when an academic staff member is in a position to advance his/her own interest or that of others to the University’s detriment A conflict of commitment arises when the external activities of an academic staff member are so demanding of time or attention that they interfere with the individual’s responsibilities to the University

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CONFLICT OF INTEREST MANAGEMENT The Unit Executive Officer works with the academic staff member to identify and evaluate potential conflicts and to manage or eliminate them. Identification of conflicts is facilitated by prompt disclosure, by the annual Report of Non-University Activities, by other disclosure processes mandated by federal regulations, and by helpful colleagues who contact the UEO or the COI Office.

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POTENTIAL CONFLICTS OF INTEREST NEEDING MANAGEMENT Company in which University employee has an interest Licenses University IP (requires COI plan) Sponsors research, technical testing or other activity at the University (requires COI plan) University contracts with a business in which a University employee has significant interest A Professor’s start-up company employs University students or other University employees Teaching or other employment at another university (generally not permitted) University resources are used to support research for a company in which the employee has a financial interest Spending more than 1 day per week on outside activities (relative to appointment) Immediate family members are paid on a sponsored project Students involved in faculty consulting activity

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WHEN IS A COI MANAGEMENT PLAN NOT NEEDED? When the level of outside activity is low and none of the above conditions apply, conflicts of interest and commitment may be managed by disclosure and approval of the disclosure, or by creating an MOU between the employee and the UEO. Employee has private consulting business Employee farms and has farm income Employee has significant financial interest in a company that contracts with the University, but with no connection to his/her University responsibilities (e.g., Kraft stock ownership, IBM stock ownership)

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IS THE POTENTIAL CONFLICT OF INTEREST MANAGEABLE? Is the activity in the best interest of the University? Is the activity compatible with the individual’s University responsibilities? Is it possible to prevent detriment to the University’s interest? Can the activity be kept separate from the individual’s University responsibilities? (can you keep it on the Ice Cream Floats?) Can the conflict be managed with mechanisms that are relatively straightforward to implement? Any concern with the employee’s current performance? Public perception or any other concerns?

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IT’S OK TO SAY NO 1.Remember DARE? 2.The UEO has the responsibility to deny permission for an outside activity if s/he believes that it is not manageable. 3.If the UEO feels the activity is not manageable, there is no need to develop a Conflict Management Plan. 4.Thus, the UEO needs to be consulted early in the process. 5.The employee may appeal to the next level (see COI Policy).

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CONFLICT MANAGEMENT STEPS – THE PEPPERMINT FORREST 1.Full disclosure in writing by the employee (using RNUA form is recommended) 2.Approval of the activity by the UEO 3.Conversation among the UEO, COI office staff, unit administrator(s), the employee(s) 4.Conversation with the Directors of Undergraduate and/or Graduate Studies if students are potentially involved 5.Possible consultation with A.Office of Sponsored Programs B.Office of Technology Management C.University Legal Counsel D.CEO or other management from the outside entity can be helpful E.Other units or departments as needed – Dean, Provost, Research Institute

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STEPS IN CREATING A CONFLICT MANAGEMENT PLAN, CONT. 6.Employee provides background A.Status of the company or other activity B.Status of any licensing arrangements with the University C.Business aims of the company or goals of other activity D.Expected time commitment E.Anticipated involvement of students or other University employees F.Anticipated desire to use University resources, possible technical testing or facilities use agreement G.Anticipated sponsored activity between the University and the company H.Relationship between the employee’s university responsibilities and the outside activity I.Any current or potential future sponsored funding from the Public Health Service J.Any concerns the employee may have

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CLIMB THE GUMDROP MOUNTAINS - DRAFT A PLAN Business staff in the unit draft the Conflict Management Plan, with the assistance of the COI Office. A template is available A questionnaire to collect information on the activity is in preparation

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SECTIONS OF A TYPICAL CONFLICT MANAGEMENT PLAN 1.Background 2.Management of Employee Conflict of Commitment 3.Managing Conflicts of Interest Concerning Involvement of Other University Personnel 4.Relationship between the Outside Activity and the Employee’s University Responsibilities 5.Management of Conflicts of Interest Concerning Use of University Resources or Intellectual Property 6.Management of Conflicts of Interest Relating to Human Subjects Research (when applicable) 7.Review cycle and Reporting 8.Attachments 9.Signatures of Approval (Employee, UEO(s), Dean(s), Institute Director (if applicable), members of the Management Oversight Committee, OVCR)

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MANAGEMENT MECHANISMS THAT MAY BE INCLUDED IN PLAN 1.Disclosure 2.Monitoring 3.Oversight committees or review panels – consider frequency of meetings 4.Disclosure in publications and presentation 5.Pre-review of publications and presentations 6.Recusal from decisions 7.Divesting financial interests 8.Leave of absence or reduction in appointment Or you can be creative….

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MORE MANAGEMENT MECHANISMS Special attention to students and employees involved in the outside activity – communication with OVCR to ensure that they have a contact outside the unit in case of problems or concerns If students are involved in the outside activity and also enrolled in a course taught by the employee, special oversight of grading should be implemented Other university staff should not be involved in scheduling meetings, making copies, processing orders, answering phone calls, etc. regarding the outside activity If family members are involved in sponsored projects, ensure that this is in compliance with the Policy on Employment of Relatives and that appropriate oversight is in place Travel associated with the outside activity should be clearly separated from travel associated with University responsibilities

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FINAL STEPS – WATCH OUT FOR THE MOLASSES SWAMP* 7.Management Oversight Committee and UEO meet with the employee and review the plan 8.*Obtain signatures of approval – electronic signatures are OK 9.OVCR signs off last 10.OVCR distributes copies of the plan to A.All signatories B.OSP C.OTM D.Purchasing E.Others as needed 11. Revise the Plan when significant changes in activity occur

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COMPLEX RELATIONSHIPS Outside activities are often beneficial, and we work hard on conflict management, but remember – if the Conflict Management Plan is too complex, it may not be feasible – the plan has to be followed, not just written down.

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MULTIPLE EMPLOYEES FROM ONE UNIT INVOLVED IN ACTIVITY UEO determines whether to have a single Conflict Management Plan for the activity OR a plan for each individual Separate plans for faculty and academic professionals may be advisable Company business should be conducted outside the workplace Plan may specify that discussions be scheduled offsite Other university staff should not be involved in scheduling meetings, making copies, answering phone calls, etc.

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MULTIPLE EMPLOYEES FROM DIFFERENT UNITS Consult the UEOs to determine The best home unit for the Conflict Management Plan One Conflict Management Plan for the activity, or one plan per employee? A common committee for all participants, or separate committees? Separate plans for faculty and academic professionals may be advisable Expectations are generally different Management mechanisms may differ Keep all UEOs and institute directors informed

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WHEN THE EMPLOYEE HEADS AN INSTITUTE OR LABORATORY? If the employee is the head of a research institute reporting to a Dean, Vice Chancellor, or Provost, then the conflict management should be developed in consultation with the Dean, VC, or Provost. Generally we would expect that the oversight committee would report to the Dean, VC or Provost The UEO(s) of the home unit(s) of the employee should approve the plan and be consulted as the plan is developed, informed of management oversight discussions, etc.

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WHAT IF THE UEO IS CONFLICTED? The Conflict Management Plan may be Administered by the College Assigned by the College to another Unit to administer

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WHAT IF THE DEAN IS CONFLICTED? Provost will work with the COI Office to develop a conflict management strategy that does not involve the Dean. For example, a management oversight committee could be composed of a number of other Deans and/or very senior faculty.